Operations, Procurement and Logistics Coordinator (OPLC) – Lebanon

Summary of Position

The Operations,  Procurement and Logistics Coordinator  (OPLC) will lead and manage procurement processes; safety and security of staff and assets; transportation; facilities and offices; asserts and other operational issues for the efficient running of Search Lebanon country office.  

S/he will work under the direct supervision of the Country Director and in close coordination with the Program Director, Finance and Operations Director; Regional Program  Officer, Team Leaders, Project and Program Managers; Finance Coordinator and Finance Officers. S/he will directly supervise the Operations, Procurement and Logistics Officers, Information Technology Officer, Operations and Logistics Assistants and Interns based in the Beirut offices. S/he will  support and advice the Country Director on safety and security issues and other operational and legal issues required for smooth operations in Lebanon. The position will be based in Beirut and will frequent travel to the field.

Main Responsibilities

• Responsible for leading on the full range of operations support services and processes for Search Lebanon Office;
• Leading and managing  compliant procurement  processes to ensure timely provision of goods and services required for effective program delivery and efficient operations of Search country office and programs managed remotely.
• Manage the safety and security of teams, ensuring regular information flow and advice and that safety and security tools, guidelines and processes are in place all the time in the country and for programs managed remotely. Be the country office’s security focal point;
• Ensure proper logistics and transportation services and management for the efficient movement of teams and successful program and other operations in the country and for remotely managed programs;
• Ensure the effective and efficient management of Search facilities, that include but not limited to offices;
• Ensure quarterly safety and security  and other operational reports are submitted timely to HQ;
• Ensure proper and compliant management of Search assets;
• Support the Country Director in ensuring that Search operations in the country comply with Search policies, legal and other context requirements; and
• Build the capacity of own team and the rest of staff in key functional areas- safety and security; logistics; procurement; transportation; assets management; and information technology.

Procurement Management:

• Ensure clear, timely and smooth procurement processes for the country office;
• Develop procurement plans for all projects in collaboration with Project Managers and Program Director;
• Develop and share a procurement cycle for the country office. Ensure required capacity building and awareness sessions to improve team understanding of the cycle are done;
• Develop and share lead times for procurement and goods and services based on country office financial thresholds
• Ensure a procurement (Purchase Request) tracker is in place and updated and circulated with all teams every Friday;
• Ensure long and short terms contract tracker is in place and renewal processes for long term contracts is started at least three months before expiry of a long terms service agreement;

Logistics and Transportation Management:

• Develop and update country office driving policy;
• Ensure proper fleet management of Search and rental vehicles;
• Produce timely fuel and vehicle consumption reports shared monthly with the Country Director;
• Ensure vehicle log system is in place all the time;
• Ensure compliant processes to renew long term agreements with taxi and rental vehicles companies;
• Ensure safety measures and tools are in place in all vehicles used for work purposes by Search staff; and
• Coordinate international and local travels of staff and visitors

Safety and Security Management:

• Ensure updated safety and security plans for Lebanon and programs run remotely;
• Ensure Search offices and facilities have all safety and security equipment and meet all Search security readiness requirements;
• Ensure materials and supplies are prepositioned in offices to ensure the offices are ready and safe in case of hibernation;
• Attend meetings in INGO/NGO platforms where security is discussed;
• Facilitate program teams’ security clearance for program activities and visits as required;
• Provide daily safety and security updates to teams;
• Ensure all security incidents are reported and logged in as required by Search policies

Assets and Facilities Management:

• Ensure updated country office assets and inventory registers are in place all the time;
• Ensure project specific assets and inventory registers are in place and updated all the time;
• Ensure proper management and accounting for assets depreciation;
• Ensure proper maintenance, reporting and repairing of Search assets;
• Ensure the offices have adequate and back-up power supplies.

Information Technology Services:

• Supervise the Information and Technology Officer;
• Ensure that IT and Cybersecurity policies are in place and updated and applied;
• Support the IT officer to ensure that relevant IT equipment and technologies are in place for effective running of the offices;
• Ensure internet connectivity and backup are in place;
• Ensure staff have mobile phone services and IT equipment required for their work;
• Ensure long term agreement with mobile and internet service providers are up to date and renewed timely in strict compliance with our policies; and
• Ensure that program teams are supported by the IT officer in setting up and running relevant platforms for implementing program activities online.

Qualifications

Education:

• Minimum of Bachelor’s Degree in logistics management, supply chain, finance, accounting, business management or social sciences. Masters’ degree preferred.
• Professional certification or other training in  logistics,  information technology, security management or supply chain management.

Experience

• Minimum of seven years’ experience as an operations, procurement or logistics officer or coordinator in an NGO setting.
• Proven experience of using logistics and financial software;
• Experience with complex NGO procurement;
• Experience with transport and fleet management;
• Knowledge of security systems and security management;
• Experience of being a security focal point for an NGO;
• Experience supporting cross-border security of teams;
• Experience with first aid administration;
• Experience in managing short and long terms service contracting;
• Experience of supervising  and capacity building teams.

Other Qualifications

• Collaborative working style that enables coaching and training in financial principles and best-practices;
• Demonstrated capacity to manage and coordinate  procurement and logistics tasks;
• Extensive knowledge and application of procurement and safety and security principles;
• Excellent analytical and report writing skills;
• A demonstrated commitment to high professional ethical standards and a diverse workplace;
• Ability to prioritize, plan and organize workflow to tight timeframes, handle multiple tasks, and be flexible with changing priorities.